Sending quotes to prospective guests

A quote lets you price a stay for someone who hasn't booked yet — an enquiry from your inbox, a returning guest, or an off-platform lead. The guest can review and accept it without a Vilo account.

Responding to a request

When a guest asks for a price, open the request and you'll see their original message and what they asked for (listing, dates, party, any add-ons) in a card at the top. Below it, your response is laid out in three quick steps.

Step 1 — Confirm the stay

1. Check the guest details. As you type a name, Vilo suggests your returning guests so you can pre-fill their email and phone.
2. Confirm the listing & room. Hit Change to pick a different listing, or switch between Whole listing and Specific rooms.
3. Hit Adjust to change the dates on the calendar or the guest party. (You'll only ever see your own listings, rooms and add-ons here.)

Step 2 — Your price

• Itemised (default): each line is editable. Use Re-price from calendar to price the stay through the same engine the guest checkout uses, so seasonal and weekend rates are baked in. Add a Custom line, an add-on from your library, or a Discount — each shows as its own line.
• Single total: give one price for the whole stay with no line-by-line breakdown — handy for bespoke or negotiated pricing.

The totals strip shows what the guest pays, the average per night, and your payout — there's no Vilo commission, so you keep it all.

Step 3 — Terms & your reply

1. Choose how long to hold the price (24 hours, a few days, or right up to check-in).
2. Set what the guest pays to accept: a deposit (with the balance due a set number of days before check-in), the full amount, or reserve only.
3. Write a short personal reply — quick-insert buttons drop in check-in details, your cancellation policy, or directions.

Preview before you send

Click Review & send and you'll see the quote exactly as the guest will receive it — the branded summary, your message, the breakdown and the accept-and-pay button. Nothing is sent until you confirm.

Sending soft-holds the dates

The moment you send a quote, Vilo places a soft hold on those dates (and the specific rooms) so you don't accidentally double-book while the guest decides. The hold clears automatically if the guest declines or the quote expires.

Turning a quote into a booking

Once the guest accepts and pays, Vilo converts the quote into a confirmed booking automatically — locking the calendar, freezing the cancellation policy onto the booking, and generating the invoice. You can also convert it yourself from the quote's page (marking it paid or unpaid) for off-platform deals.

The conversation timeline

Each step of a quote is its own card in the thread, so nothing is overwritten — you and the guest always see the full history:

• The guest's request card greys to “Answered” once you send a quote.
• Every sent (and revised) quote is its own card. Older versions grey out as “Superseded” — the figures shown are exactly what was sent at the time.
• Accepted, declined and converted-to-booking each add their own card.

Revising a sent quote

If you edit a quote you've already sent, Vilo asks for a short reason for the change. It keeps the previous version intact, bumps the version number, and posts a fresh revised quote card (with your reason) so the guest can see what changed and why. The earlier version stays in the thread, greyed out.

A quote is an estimate — revising it never touches your books. Money only enters the ledger once the guest accepts and the quote becomes a booking with an invoice. If something needs to change after that, you issue a supplementary invoice or a credit note against the booking rather than editing the quote.